Structured Communication System Response to Kalispell RFP for Unified Communications as a Service Final.1
Structured Communication Systems, Inc.
Proposal For
City of Kalispell
Unified Communications as a Service
Prepared By:
Stephanie Allan
Account Executive
Structured Communication Systems, Inc.
9200 SE Sunnybrook Blvd., Suite 250
Clackamas, OR 97015
Phone: 503-794-2554
Email: sallan@structured.com
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To Whom It May Concern,
Structured is pleased to respond to the City of Kalispell’s Unified Communications as a Service Request for
Proposal. As a City, and the County Seat of Flathead County, we respect that you are responsible for providing
immense value to your local population, and the broader community. In that spirit, we welcome the opportunity
to present our proposal for your consideration and – hopefully – earn your business.
Structured is dedicated to helping you achieve your desired solution, streamline your business practice, and
position you for growth and success. With over 30 years of experience, Structured has an award-winning history
of developing industry-leading solutions and services that provide the highest levels of information access and
security for enterprise networks, as well as providing up to date communication solutions to our wide variety of
customers.
Based on the RFP presented to us, we understand the City of Kalispell is requesting proposals for a
comprehensive city-wide UCaaS that delivers a manageable, secure, reliable, and scalable system to replace the
City’s existing PBX telephone system. The proposed solution must meet or exceed the City’s security
requirements and communications needs.
To achieve the goals laid out in the original RFP, Structured is suggesting a Mitel Solution. Structured believes
a Mitel solution is an excellent choice. Not only is Mitel used by over 70 million users across 100 Countries
worldwide, but they are recognized as a leader by the likes of Forrester, MZA, and Gartner: having the distinction
of being a Leader in their Unified Communications Magic Quadrant for over 5 years.
Additionally, here are a few benefits to working specifically with Structured when implementing a Mitel solution.
• We are VoIP experts -- Structured has spent over 25 years designing and supporting custom communications
systems. As a company, we have installed more than 100,000 telephones across over 1,000 locations. We are a
certified Mitel Gold Partner, with many of our engineers possessing Mitel advanced certifications.
• We can provide customized training – Our training department brings vast Mitel knowledge with years of
experience helping end users solve everyday problems. Our goal is to help you learn your new system so you can
be productive quickly and ensure that all users can quickly utilize the new features of their system.
• We like to build long-term relationships – We do this because we like to understand our clients’ systems. The
more we know about your municipality’s network, the easier it is for us to make intelligent recommendations for
you and to provide you with faster problem resolution.
In closing, Structured incorporates its unique combination of experience, people, processes and technologies
into the most comprehensive suite of IT products and services available. Structured’s professional services arms
you with the very best in technology strategies to help the City achieve its objects while saving money, time, and
keeping focused on the core business.
Thank you very much for your time and attention in reviewing this proposal.
Sincerely,
Stephanie Allan
(503-794-2554)
sallan@structured.com
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City of Kalispell
Unified Communications as a Service RFP Response
Section 1. General Information
a. Description of Company
Structured is an award-winning solution provider delivering secure, cloud-connected digital infrastructure and
communication solutions.
For over 30 years, we’ve helped clients through all phases of digital transformation by securely bridging people,
business and technology. Customers trust us to provide valuable insight throughout the process of selecting and
implementing secure and scalable IT strategies, platforms, and processes that meet modern expectations and drive
measurable improvements throughout the enterprise.
Today’s connected economy utilizes technology much differently than it did a decade ago, driving change in how
organizations interact with employees and clients. Further, global regulations affect companies of all sizes and
mandate change to the way sensitive and personally identifiable information is obtained, processed, and stored.
To meet competitive demands and maintain relevancy in their own markets, our customers must tackle digital
transformation initiatives such as consumption-based IT (XaaS), mobility and user experience, multicloud
integration, distributed workforce, and the challenges posed by IoT.
Throughout this transformational journey, they rely on us to provide design guidance, engineering assistance, and
product recommendations that adhere to industry best practices, boost ROI, and – most importantly – maximize
information security.
b. Legal Company Organization Chart
Please see the Organizational Charts below. Please note that these are external facing organizational charts,
without names provided. If required, names will be provided upon request.
(Continued on the Next Page)
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Leadership Organizational Chart
Engineering Organizational Chart
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c. List of Applicable Montana Licenses
Structured does not have any current Montana State-specific Certifications or Licensure at this time.
Section 2. Relevant Company Experience
a. Company Reputation, Service Capabilities, and Quality
Structured is an award-winning solution provider delivering secure, cloud-ready digital infrastructure. For over
30 years, we have helped educational institutions through all phases of digital transformation by securely
bridging people, business, and technology. Whether public or private businesses, K-12 education or higher ed,
these institutions have relied on us to provide valuable insight throughout the process of selecting and
implementing secure and scalable IT strategies, platforms, products, and processes
that meet modern expectations and drive measurable improvements throughout
the entire organization.
Our credentials and engineering expertise are nationally recognized. CRN, a division
of The Channel Company, has honored Structured for its technical excellence and
scope for many years. To qualify, Structured ranked among North America’s elite
solution providers in technical ability, revenue, and growth.
Nearly one-half of Structured’s 140 full-time employees are certified engineers.
Within this engineering group we have several seasoned professionals dedicated to
networking, wireless and security; therefore, we have a deep bench from which to
pull resources. We also have a dedicated Project Management team that ensures
an efficient, well-run engagement, which is especially important when you are turning up multiple locations
simultaneously.
Structured also has a full team of dedicated project managers that are assigned to projects to keep the project
team focused, on scope, on time, and on budget. If the project becomes stressed for any reason, our assigned
Project Manager will be there to help remediate the issues with the customer.
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b. References
Structured is pleased to provide three professional references.
John McCafferty
Technology Director
Jmccafferty@josephinecounty.gov
Josephine County, Information Technology
500 NW 6th St. Dept. 7
Grants Pass, OR 97526
(541) 474-5231
Services Performed: Earlier this year, Structured assisted with the deployment of their Ingate solution.
Richard King
System Administrator & Technology Project Manager
rking@asd103.org
Anacortes School District
2200 M Ave
Anacortes, WA 98221
Services Performed: Last year, Structured took over maintenance of their MiVoice business.
Heidi Leyba
CTO
hleyba@lcog.org
Lane Council of Governments
859 Willamette St, Ste 500
Eugene, OR 97401
(5041) 682-4452
Services Performed: Structured provides LCOG with ongoing Mitel support.
c. Litigation, Arbitration, and Claims
Structured is not involved in any litigation or arbitration nor has the organization had any contract or
negligence claims filed against it. Additionally, we have not had the premature termination of a services
contract. Structured has not filed any claims against another jurisdiction due to a contract dispute.
d. Company Capacity and Intent to Proceed Without Delay
Structured has the company capacity to enact our proposed solution immediately after being approved, with
no delay. Furthermore, we are able to accommodate any unforeseen additions or changes to the original
proposal thanks to our deep bench of qualified engineers and support staff.
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Section 3. Company Qualifications
a. Company History in the Industry
Structured was founded in 1992 in Portland, Oregon as a security and networking integrator. Today,
Structured has offices and staff in Oregon, Washington, Alaska, Idaho, and Utah.
Structured prides itself in being the number one technology provider in the Pacific Northwest. This year,
Structured is celebrating its 31st year servicing companies nationwide. Structured’s year-over-year growth has
been recognized by Inc. Magazine and the Portland Business Journal. We are also a member of CRN’s Elite
150. Structured’s financial strategy is to grow organically from the profits generated by the business. This
philosophy has allowed Structured to continually grow the business over its history to better help our
customers achieve their own business goals.
Resumes of Key Personnel will be provided upon acceptance of proposal.
b. Montana State Certifications and Licensure
Structured does not have any current Montana State-specific Certifications or Licensure at this time.
c. Subcontractor Use
For this proposed solution, Structured will not be working with any short-term, or long-term subcontractors.
All aspects of the proposed solution (outside the providing of telecom) will be handled internally by Structured
personnel.
d. Third Party Vendor Partnership
As our primary solution partner, Structured will be working directly with Mitel. We are one of the largest Mitel
resellers in the Pacific Northwest and are a certified Mitel Gold Partner (one of only 20 in the U.S.). Many of
our engineers possess Mitel advanced certifications and the team we’ve proposed for this project has an
average of 15 years’ experience in the IT industry.
Section 4. Contract Understanding and Approach
a. Understanding of Scope of Work
Structured has reviewed the Scope of Work attached as Exhibit A, and we understand it as it has been presented to
us. In response, we have crafted a comprehensive plan that addresses each requirement as asked.
Regarding expertise, we pull from a deep well of experience that comes from such accomplishments as installing
more than 100,000 telephones across over 1,000 locations. We also bring the added advantage of a long-standing
and successful partnership between ourselves and Mitel, one which brings a highly advanced level of product
knowledge, installation, and post-installation support.
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b. Potential Issues
Structured does not foresee any potential difficulties based on the original RFP’s Scope of Services.
c. Difficulty Mitigation
In the unlikely even of any significant difficulty, Structured is well-equipped to diagnose and handle any issues that
might arise. We are well versed in remote monitoring, as well as maintenance, troubleshooting, and support; all of
which we can implement to mitigate any difficulties.
Section 5. Approach to Contract Management
a. Company Approach
Structured plans to approach this with a project kick-off meeting. During this meeting, we identify stakeholders
from Structured and the client, timelines, tasks, and additional information that are required for a successful
implementation. Once this information is gathered, Structured builds out a detailed project management plan that
details each aspect of the engagement and a member of Structured’s project management team manages the
engagement until acceptance of the solution by our client.
b. Planning, Scheduling, Estimating, and Managing Manpower Requirements
Structured’s Director of Cloud Services meets monthly with the Team Leads of both our Cloud and Unified
Communications practices to discuss the on-boarding of new clients, open service engagements, ticket queues,
response times against SLAs, etc. This detailed review allows our Director of Cloud Services to properly estimate
and manage manpower requirements in order to provide the high-level of customer service that our customers
expect from Structured.
c. Training and Certifications Experience
Structured has a dedicated training team, not just engineers that provide knowledge transfer. Our training
department brings vast Mitel knowledge with years of experience helping end-users solve everyday problems.
Structured also strongly encourages a hands-on, “on the job” approach to training. With many of our engineers
having well over 5 years of tenure with the company, we take great pride in partnering our junior engineers with
their senior counterparts. This serves as to not only acclimate them to the nuances of ever-changing technologies,
but to also reinforce our tried-and-true method of company-wide communication, cooperation, and problem-
solving.
We also prioritize working with our third-party vendors whenever possible to stay up to date on the latest training
available. This ranges from online resources to in-person demonstrations and seminars and includes obtaining the
necessary vendor certifications to better help us contextualize and implement solutions for our customers.
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Section 6. Proposal for Project
a. Proposed Timeline
Per the RFP, the preferred completion date for the new cloud-hosted Unified Communications solution to be fully
deployed, operational, and testing complete is October 31st, 2023. To accommodate this completion date, our
proposed bulleted timeline is below:
• SIP Trunking Installation: Up to 8 Weeks
• Bringing Systems Online (Concurrently with SIP Trunking Installation): 12 Weeks
• Server Build: 5.5 Weeks
o MiVoice Business, MBG, and MiCollab: 2 Weeks
o Resilient MiVoice Business, and MBG: 1 Week
o MiCC Reporting: 1 Week
o MIR Recording: 1.5 Weeks
• Programming: 3.5 Weeks
o Gather Information from the City: 2 Weeks
o Build Database: 1.5 Weeks
• On-Site Installation: 3 Weeks
Total Proposed Time (In Weeks): 12 Weeks
b. Proposed Work Methods
Within two weeks of the contract signing date, a project kickoff meeting would align the Structured Project
Management team with the City of Kalispell project team to set timelines and expectations. Network discovery
would begin to get the Structured team familiar with the network environment where the UCaaS solution will be
installed. Getting new virtual machines online and ready for Mitel software to be installed.
Network requirements (IP addressing scheme, voice VLAN, firewall security, end user software -where applicable-)
will be discussed after network discovery. City provided virtual machines will need to be brought online and ready
for Mitel software to be installed remotely by Structured team; dimensions for the VMs will be provided. Mitel
software will be programmed and verified for connectivity remotely. End user feature requirements and data (i.e.
names, email addresses, extension numbers, etc.) will be requested for programming of system; call routing &
handling will be reviewed. Phone set hardware will be shipped to primary staging site.
Structured UC engineer assigned to project will be onsite at least a week prior to and two days after cutover.
Training of system administrators will be scheduled after the system is brought online and configured; advanced
admin training will be provided after installation is completed. End user training will be scheduled prior to phone
system cutover. City project support staff will be leveraged for installation of desk telephone sets.
c. Solution Design and Configuration, Service and Equipment Orders, Etc.
Structured will provide the solution design and configuration, orders (services and equipment), provider services
installed and tested, equipment placement and testing, and training within the full schedule upon completion of
the project.
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d. Cost Breakdown
All costs are shown in the quote attached at the end of the response, which is priced as a one-time purchase of
perpetual licenses with 5 years of support included.
Initial start-up cost for this project is estimated to be approximately $163,304.04. No recurring costs are expected
other than those incurred by the City for Telco services. (SIP Trunks) Annual support is calculated based on the
purchased assets and licenses on the system. Travel expenses are not applicable.
e. Warranties
The proposed solution provides an extended warranty for the 6940w, 6920w, and 6970 IP phone models for 5
years (total).
f. Service Level Agreements
Rather than define a threshold or specific outage criteria in order to categorize your event as an emergency,
Structured relies completely on how you contact our team. Tickets received via our 24x7 hotline will be responded
to within 2 hours. Tickets received via email will be responded to by the next business day.
g. UCaas Solution
This has been broken down into the following 22 parts to address each question as required by the original RFP.
1. Manufacturer
Structured is proposing a Mitel MiVoice Business locally hosted solution for the City of Kalispell.
2. Cloud Architecture Solution
The proposed Mitel MiVoice Business solution will consist of five virtual Linux-based Mitel servers (three at the
primary local data center, two at the failover local data center) and two virtual Windows-based servers (at the
primary local data center).
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Below is a system diagram of components and connectivity, demonstrating how it will interact with the City’s
environment:
3. UCaas Solution On-Premise Hardware Requirement
The Mitel MiVoice Business solution will be leveraged using customer-provided VM servers located at customer
data center locations. For analog phone connectivity, ATA devices will be installed to bridge the connection
between the phone system providing dial tone and the analog device.
4. Internet Bandwidth and Performance Requirements
Mitel recommends packet loss of less than 0.5%, jitter less than 20 milliseconds, end-to-end delay less than 50
milliseconds, and a ping delay of less than 100 milliseconds. A network with any individual stat of up to 2% packet
loss, up to 60 milliseconds of jitter, up to 80 milliseconds of end-to-end delay, and a ping delay of up to 160
milliseconds would be an indication of a network that needs to be reviewed prior to proceeding with a VoIP/UCaas
project. As a general rule of thumb, voice bandwidth is calculated at 100kb/s per active call.
5. Increasing Voice Clarity and Call Quality
QoS, DSCP, and VLAN tagging via DHCP options and a separate voice VLAN will be required by Structured to provide
the best possible voice quality.
6. Proposed Solution Advantages
The Mitel MiVoice Business solution allows very granular control of the system user and security environment.
Scalability from small offices (20+ IP endpoints) to the enterprise level (5000 IP endpoints) is within the capabilities
of the MiVoice Business lineup.
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7. System Record of Reliability, Availability, Maintainability
Structured customers rely on 99.999% system uptime of their Mitel phone systems. In a resilient phone system
environment, Mitel phone systems are able to provide the greatest amount of system availability by utilizing
failover connections when routine maintenance requires critical software to be rebooted for software updates or
patching.
8. Manufacturer’s Process for Maintenance and Support
Additionally, Structured has proposed a “Partner Support” model whereby the City will route all support requests
through Structured’s 24x7 support team. Structured will escalate support and RMA requests to Mitel’s TAC as
necessary. This support includes the following:
• First Year Manufacturer Warranty on IP Phones
• 24x7 Access to our team of certified Mitel Engineers
• Unlimited Technical Support via phone or email
• Free Remote Upgrades
• Annual Engineering Review & Telecom Usage Assessment
• Free Annual External Security Audit*
• Free Cloud backups of the Mitel Configuration databases*
• Proactive monitoring of your Mitel system*
• Access to the Mitel Knowledgebase and Mitel University*
*If allowed by the City
Rather than define a threshold or specific outage criteria in order to categorize your event as an emergency,
Structured relies completely on how you contact our team. Tickets received via our 24x7 hotline will be responded
to within 2 hours. Tickets received via email will be responded to by the next business day.
9. UCaas New Feature/Function Schedule
Mitel typically releases a feature update on a quarterly basis. Patching updates are released as needed; applied per
affected system applications, not the entire Mitel software suite.
10. Customer Upgrade Charges
Structured includes Remote Upgrades as part of our standard partner support. No additional costs are expected
unless Moves/Adds/Changes are being made to the system by Structured. These changes will be billable at our
standard rate of $200/hr.
11. Data Backups
Scheduled local or remote encrypted-password backups for all or part of the individual software applications are
configured in the Mitel software.
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12. Data Backups, Expanded
Phone system and system servers are individually configured for backup to a network storage location. Voicemail
greetings and messages, system software configurations, and phone programming are all captured in system
backup files.
13. Data Backups, Remediate and Revert Process
To prevent permanent loss of data and/or configurations, system backups will be used to recover deleted data or
configurations. The phone system interface programming tables can be exported via .CSV files; these files can be
preserved on a local or network location prior to making any changes to phone system programming.
14. Voicemail and Call Recording System Storage
Addressing system storage for voicemail and call recordings, Call recording and call data are saved independently.
External backups can be configured to a server in your environment, local or external.
Please refer to the simplified call recording software diagram below:
A more detailed diagram is below:
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15. Voicemail and Call Recording Retention Options
Voicemail retention options can be applied to individual mailboxes or via group programming. Several groups can
be created to accommodate for many differing retention durations. Call recordings can be archived (manual or
scheduled) on a local or remote server to be preserved for as long as necessary.
16. Recorded Data, Creation to Deletion Pipeline
Voicemail messages are stored on MiCollab virtual UC server hard drive space; messages can be emailed to end
users as an audio file or web-link on a per user need. Audio recordings are created via Rule-based selective
recording triggered by predefined rules or via On-demand recording for threat call recording. Private call deletion
can be established for users/calls that no not need to be stored.
17. Recorded Call Data, Security in Rest and Transit
SHA256 hash-key is utilized for new recordings and imports. Encrypted storage of recordings can be established on
external storage devices. Data security is achieved through different encryption options and secured access. System
security is established by user rights, multi-level access control, proprietary call format, data encryption, and
firewall/virus scanner. Recording redundancy can be established at the recording, core, or database level. Access to
recording dashboard can be secured with 2-factor-authentication (Microsoft, Google, Apple, etc.).
18. End User Access to Call Recordings
Regarding the access to call recordings by an end user, a client application or web browser access is available for
end user control. User access can be created to start/stop, keep/delete, mute/unmute recording, plus additional
call data tagging and display of current call status. A web player can also be accessed for audio files as well as
transcripts.
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19. Administrative User Access to Call Recordings
Administrative users have the same capabilities as an end user but their account settings will allow for review of all
or assigned groups/individuals.
Please see the example image below:
20. System Scalability
This proposed solution is incredibly scalable, with a strong capability of changing in size and scope should the need
arise. The phone solution being proposed is expandable up to 5000 IP endpoints and 2000 SIP trunks for
accommodation to nearly any size expansion that occurs in the future. Licensing (and phone set hardware if
desired) will need to be purchased to support additional users. With the Mitel phone system solution being
proposed in a virtual environment, additional server resources may be needed to accommodate a large increase in
users but the initial sizing of the virtual machines will accommodate to a moderate increase to user licensing before
needing to adjust.
21. Additional System Licensing, Hardware, and Network Requirements
Additional City facilities can easily be accommodated on the Mitel MiVoice Business system. User licensing (and
phone set hardware if desired), and potentially an increased SIP trunk quantity based on the phone line usage. Call
recording and reporting licenses would need to be added if that functionality is desired. Network requirements will
be for network connectivity and adequate bandwidth access to the voice VLAN.
22. Proprietary IP Phones
The phones being proposed are proprietary Mitel 6900 series sets and Mitel cordless DECT phones.
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h. Adequate Resource Availability Post-Cutover
Resource time is accounted for above in the response.
i. Test Document for Review and Approval by the City of Kalispell
Please see attached Sample redacted Test Plan attached at the end of this response for use as an example. The
actual test plan will be jointly developed with City IT staff to reflect the final design.
j. Post Installation Documentation
Structured will provide documents detailing final as-built inventory and configuration, including system and all user
profiles, as well as a description of ongoing support resources post installation such as knowledge base, website,
user guides, web-based training, etc. upon completion of the project.
k. Annual Subscription Licensing
Subscription licensing is not being proposed. Annual review of system performance and configuration provided
with Structured annual support.
l. Patches and Updates
Software updates and patching are provided by Mitel via a software download portal. Application of
updates/patching to be completed by City of Kalispell Mitel administrators and/or Structured Mitel support
engineers. In a resilient environment as is being proposed, minimal impact to voice traffic is expected. Any service
impacting updates will be scheduled outside of busy hours.
m. Explanation of Surefire Resiliency Option(s)
Utilizing two virtual phone system controllers with virtual border gateways will provide failover functionality in case
of an outage at one of the City’s data center sites. If a need for greater resiliency is required, additional phone
system controllers can be added locally or in a Cloud-hosted environment. The flexibility of the Mitel MiVoice
Business platform can allow for very creative solutions to high-availability needs.
n. System Diagram
This is addressed above in the diagram provided for Question 2.
o. List of Required Equipment (Software, Hardware, Components, and/or Rack-able Equipment)
This is detailed on the quote attached at the end of the response. This includes a resilient virtual phone system
controller for telephone connectivity and a virtual border gateway for SIP trunking connections.
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p. Review Exhibit B Data Security Certification
Structured has reviewed Exhibit B, and a signed copy has been attached at the end of this proposal. Please note, we
have not had an opportunity to present this to the underlining manufacturer, but we intend to at a forthcoming
date.
Section 7. Other Factors
a. Current Contracts and Ability to Proceed Promptly
We do not currently have a contract vehicle directly with the City of Kalispell that would allow for the purchase of
the proposed solution; however, we are able to leverage the MITEL SOURCEWELL COOPERATIVE PURCHASING
AGREEMENT CONTRACT # 022719-MBS.
We regularly leverage this contract vehicle for our public sector clients, and this would provide the ability to
proceed promptly.
b. Willingness to Abide by the City’s Needs and Requirements
Structured is completely willing to abide by the City’s needs and requirements as it sees fit upon acceptance of the
proposal.
c. Relevant Factors Impacting Quality and Value of Service
Structured is unaware of any factors that may impact quality and value of service.
Quote # 202305-94931_CityofKalispell_Mitel_RFP Quote Expires 30 Days From:
5/30/2023
Company Name: City of Kalispell
Contact: Erika Billiet
Email:it@kalispell.com
Phone: 4067587751
Account Executive: Stephanie Allan
9200 SE Sunnybrook Blvd., Suite 250 - Clackamas OR, 97015 - 503.513.9979
Toll Free 800.881.0962 - Order Fax 888.729.0997
Line Item Part Number Description Qty. Unit List Price Unit Sale Price Ext. Sale Price
Mitel Phone System Configuration (Budgetary)
PRICING VIA MITEL SOURCEWELL COOPERATIVE PURCHASING AGREEMENT CONTRACT # 022719-MBS
1 $97,641.10 $60,431.50
2 $5,745.00 $3,447.00
3 $4,305.00 $2,583.00
4 $10,695.00 $6,417.00
5 $64,277.55 $48,330.54
6 $42,095.00 $42,095.00
GRAND TOTAL:$224,758.65 $163,304.04
MiVoice Business (Virtual)
MiVB Call Recording
MiCC Reporting
Resilience MIVB (Virtual)
Professional Services (Estimated)
Mitel Premium Software Assurance (SWA) and Partner
Support - 5 Years
All pages must be returned with signature page. Page 1 of 4
Line Item Part Number Description Qty. Unit List Price Unit Sale Price Ext. Sale Price
Solution Line Item Detail:
MiVoice Business (Virtual)
7 54000297 MCD Mailbox license 1 $51.00 $30.60 $30.60
8 54001627 NPUM Record A Call 1 $0.00 $0.00 $0.00
9 54002701 MiVoice Business License-SINGLE LINE
EXT
43 $75.00 $45.00 $1,935.00
10 54004491 SIP TRUNKING CHANNEL PROXY 50 $50.00 $30.00 $1,500.00
11 54005330 Enterprise License Group 1 $1,000.00 $600.00 $600.00
12 54005339 MiVoice Border Gateway Virtual 1 $250.00 $150.00 $150.00
13 54005380 MiCClient Licnse - Peering Adv Server 1 $0.00 $0.00 $0.00
14 54005381 MiCClient Licnse - Federation Adv Server 1 $0.00 $0.00 $0.00
15 54005401 MiVoice Business SIP Trunks x50 1 $4,000.00 $2,400.00 $2,400.00
16 54005442 MiCollab Virtual Appliance 1 $995.00 $597.00 $597.00
17 54005610 MiCollab NPUM MiVBus Mailbox
Licensesx10
1 $350.00 $210.00 $210.00
18 54005748 MiVoice Business Virtual for Enterprise 1 $1,495.00 $897.00 $897.00
19 54006539 UCCv4.0 Entry User for MiVoice Bus x1 1 $225.00 $135.00 $135.00
20 54006542 UCCv4.0 STND User for MiVoice Bus x1 10 $325.00 $195.00 $1,950.00
21 54006543 UCCv4.0 STND User for MiVoice Bus
x50
2 $13,800.00 $8,280.00 $16,560.00
22 50008271 6970 IP Conference Phone 1 $790.00 $474.00 $474.00
23 50008272 6970 Ext Microphones (2-pack)1 $325.00 $195.00 $195.00
24 50008385 6920w IP Phone 106 $405.00 $243.00 $25,758.00
25 50008387 6940w IP Phone 4 $685.00 $411.00 $1,644.00
26 50006874 M695 PKM 3 $220.00 $132.00 $396.00
27 50006921 6900/6800 Wall Mount Kit (10 Pack)2 $319.00 $191.40 $382.80
28 51303913 112 DECT Phone, Universal (w/Charger) 12 $183.07 $183.07 $2,196.84
29 51309937 RFP14 Repeater PSU universal 2 $28.88 $28.88 $57.76
30 50008271EW60 Extended Warranty 6970 IP Conf Phone 1 $49.50 $49.50 $49.50
31 50008385EW60 Extended Warranty 6920w IP Phone 106 $20.50 $20.50 $2,173.00
32 50008387EW60 Extended Warranty 6940w IP Phone 4 $35.00 $35.00 $140.00
Subtotal $60,431.50
Resilience MIVB (Virtual)
33 54005339 MiVoice Border Gateway Virtual 1 $250.00 $150.00 $150.00
34 54005401 MiVoice Business SIP Trunks x50 1 $4,000.00 $2,400.00 $2,400.00
35 54005748 MiVoice Business Virtual for Enterprise 1 $1,495.00 $897.00 $897.00
Subtotal $3,447.00
MiCC Reporting
36 54006798 MiVoice Business Reporter Starter Pack 1 $3,570.00 $2,142.00 $2,142.00
All pages must be returned with signature page. Page 2 of 4
Line Item Part Number Description Qty. Unit List Price Unit Sale Price Ext. Sale Price
37 54006799 MiVoice Business Reporter Extension
x50
2 $367.50 $220.50 $441.00
Subtotal $2,583.00
MiVB Call Recording
38 51310430 MIR Essentials Bundle 31 $345.00 $207.00 $6,417.00
39 51310477 MIR Release BASE License 1 $0.00 $0.00 $0.00
40 51310443 MIR FailOver 1 $0.00 $0.00 $0.00
41 51310445 MIR Multi-server 1 $0.00 $0.00 $0.00
42 51310468 MIR on MiVoice Business 1 $0.00 $0.00 $0.00
43 52003661 WFO ASC Call Recording SRC License
x1
31 $0.00 $0.00 $0.00
Subtotal $6,417.00
Mitel Premium Software Assurance (SWA) and Partner Support - 5 Years
44 54006934 CC Premium 24/7 Software Assurance 3487 $1.00 $0.60 $2,092.20
45 54007845 SWA Prem 5y MiVBus Analog Port 43 $33.74 $20.24 $870.32
46 54007848 SWA Prem 5y MiVBus DLM 1 $0.00 $0.00 $0.00
47 54007853 SWA Prem 5y MiVBus System 2 $891.00 $534.60 $1,069.20
48 54007963 SWA Prem 5y MiV BG SIP Connect 50 $41.58 $24.95 $1,247.50
49 54007965 SWA Prem 5y MiV BG System 2 $177.00 $106.20 $212.40
50 54008226 SWA Prem 5y MiCollab System 1 $708.00 $424.80 $424.80
51 54008229 SWA Prem 5y MiCollab UM Mailbx 10 $24.30 $14.58 $145.80
52 54008344 SWA Prem 5y UCC Entry MiVB 1 $97.20 $58.32 $58.32
53 54008346 SWA Prem 5y UCC Std MiVB 110 $146.00 $87.60 $9,636.00
54 51310519 MIR EPE SWA Premium 5yr 7775 $1.75 $1.05 $8,163.75
55 PROF-SERVICES.V 5 Years Mitel Partner Support 5 $4,882.06 $4,882.05 $24,410.25
Subtotal $48,330.54
Professional Services (Estimated)
Statement of Work (SOW) Required
Travel and Expenses included
56 53004338 Mitel Pro Services WFO ASC Remote 16 $275.00 $275.00 $4,400.00
57 53004469 MIR Recording Admin Training Remote
(P)
1 $1,895.00 $1,895.00 $1,895.00
58 PROF-SERVICES.V Structured Professional Services:
Implementation, Project Management,
Basic Administrative Training, & Train the
Trainer End-User Training. Client to
assist with implementation, placement of
phones, and install all software.
1 $35,800.00 $35,800.00 $35,800.00
Subtotal $42,095.00
Prepared by:Melissa Sheppler
Please contact the person listed above at Structured for any questions regarding this quotation.
All pages must be returned with signature page. Page 3 of 4
Line Item Part Number Description Qty. Unit List Price Unit Sale Price Ext. Sale Price
Notes:
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All pages must be returned with signature page. Page 4 of 4
ABC Company
Mitel System Test Plan
Test Plan 06/19/2022 Page 1 of 6
Structured Communication Systems, Inc. Created by: Joe Hatton
1 Confidentiality Agreement
This Mitel MiVoice Business System Test Plan contains information from Structured Communication
Systems, Inc, that is confidential and privileged. The information is intended for the private use of ABC
Company. All parties agree to keep the contents of this document in confidence and not copy,
disclose, or distribute without written request to and written confirmation from both Structured
Communication Systems, Inc. and ABC Company. If you are not the intended recipient, be aware any
disclosure, copying, or distribution of the contents of this document is prohibited.
2 Introduction
Introduction:
Based upon the RFP issued by ABC Company , (“ABC Company”) Structured Communication Systems, Inc.
(“Structured”), has implemented a Mitel MiVoice Business Unified Communications System in the corporate
locations of ABC Company.
Structured has implemented Mitel MiVoice Business infrastructure in two primary campus locations for ABC
Company. These campuses are known as “Campus 1” and “Campus 2”. These locations as implemented by
Structured are designed to work together to provide Telecommunications services to ABC Company. Primary
calls route into Campus 1, with the Telco (TELESTAR) providing roll-over to Campus 2 when the Campus 1
PRI’s are full or out of service. When all available channels are in use or out of service, calls are routed to
NetworkOne.
Calls are routed according to the following table:
Table 1:
Call Type: Route 1: Route 2: Route 3: Route 4:
Redacted Redacted Redacted Redacted Redacted
Redacted Redacted Redacted Redacted Redacted
Redacted Redacted Redacted Redacted Redacted
In discussions with ABC Company, (5) possible scenarios have been identified for Structured’s consideration
when developing a failover test-plan:
Scenarios:
1. An individual server at Campus 1 is out of service due to a planned or unplanned event.
2. All servers at Campus 1 are out of service due to a planned or unplanned event.
3. The WAN link between Campus 1 and Campus 2 is disconnected due to a planned or unplanned
ABC Company
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Test Plan 06/19/2022 Page 2 of 6
Structured Communication Systems, Inc. Created by: Joe Hatton
event.
4. The server at Campus 2 is out of service due to a planned or unplanned event.
5. Complete Loss of Campus 1 (or “Island Mode”)
In discussions with ABC Company, a set of specific component tests have been identified by Structured to verify
the failover capabilities of the implemented system.
Individual Component Tests:
1. Test inbound and outbound call routing per Table 1.
2. Test IP Phone failover switches (Located at Campus 1 and Campus 2) to ensure IP phones at all sites
retain the ability to make and receive calls.
3. Test E911 failover between Campus 1 and Campus 2
4. Individual Call-Flow testing to ensure the Call-Flow documentation is accurate.
5. Test Redundant MICC Server at Campus 2.
3 Mitel System Test Plan
Scenario Tests:
The following set of tests has been developed by Structured to address the outage scenarios identified by ABC
Company. Each test identifies what scenario is being tested, how we will simulate the scenario, and what the
expected results are. Each test contains a location to mark the Pass/Fail results and date to indicate when the
test was completed.
Scenario 1: “Loss of a single server at Campus 1”
S.1.1 Test: Loss of the MCD Server
Simulation: We will simulate this by shutting down or disconnecting the network interface from
the server.
Expected Result:
• Redacted
Actual Result:
Date: 08/12/2022
Pass/Fail: PASS w/Changes
Comment: Performed as expected.
S.1.2 Test: Loss of the MICC Server
Simulation: We will simulate this by shutting down or disconnecting the network interface from
the server.
Expected Result:
• Redacted
Actual Result:
Date: 9/9/2922
ABC Company
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Test Plan 06/19/2022 Page 3 of 6
Structured Communication Systems, Inc. Created by: Joe Hatton
Pass/Fail: PASS – Joe, Alex and Ashley
Comment: Performed as expected
S.1.3 Test: Loss of the MIR Call Recording Server
Simulation: We will simulate this by shutting down or disconnecting the network interface from
the server.
Expected Result:
• Redacted
Actual Result:
Date: 08/12/2022
Pass/Fail: PASS – Joe, Alex and Ashley
Comment: Performed as expected
S.1.4 Test: Loss of the Campus 1 Distributed Voicemail Server
Simulation: We will simulate this by shutting down or disconnecting the network interface from
the server.
Expected Result:
• Redacted
Actual Result:
Date: 08/12/2022
Pass/Fail: PASS – Joe, Alex and Ashley
Comment: Performed as expected
Scenario 2: “Loss of all servers at Campus 1”
S.2.1 Test: Loss of all servers at Campus 1
Simulation: We will simulate this by shutting down or disconnecting the network interface from
the servers:
- MCD
- MICC
- Campus 1 Voicemail
- MICC Reporting
- Call recording
Expected Result:
• Redacted
Actual Result:
Date: 9/9/2022
Pass/Fail: PASS – Joe, Alex and Ashley
Comment: Performed as expected
ABC Company
Mitel System Test Plan
Test Plan 06/19/2022 Page 4 of 6
Structured Communication Systems, Inc. Created by: Joe Hatton
Scenario 3: “Loss of WAN link between Campus 1 and Campus 2”
S.3.1 Test: Loss of the WAN link between Campus 1 and Campus 2.
Simulation: We will simulate this by shutting down or disconnecting the WAN network interface
between Campus 1 and Campus 2.
Expected Result:
• Redacted
Actual Result:
Date: 9/30/2022
Pass/Fail: PASS – Joe, Tony and Ashley
Comment: Performed as expected.
Scenario 4: “Loss of server at Campus 2”
S.4.1 Test: Loss of the Mitel MiVoice Business Distributed Voicemail Server at Campus 2
Simulation: We will simulate this by shutting down or disconnecting the network interface from
the server.
Expected Result:
• Redacted
Actual Result:
Date: 9/30/2022
Pass/Fail: PASS – Joe, Eric and Ashley
Comment: Performed as expected.
Scenario 5: “Complete loss of Campus 1 (or “Island Mode”)”
S.5.1 Test: All systems and services from Campus 1 are unavailable to Campus 2, but incoming
calls are routing into Campus 2.
Simulation: We will simulate this by shutting down or disconnecting the WAN network interface
between Campus 1 and Campus 2 while simultaneously disconnecting the TELESTAR trunks at
Campus 1.
Expected Result:
• Redacted
Actual Result:
Date: 10/29/2022
Pass/Fail: PASS – Joe, Alex and Ashley
Comment: Performed as expected.
Individual Component Tests:
The following set of tests has been developed by Structured to demonstrate the redundancy built into the Mitel
MiVoice Business system, and the design as Implemented by Structured. Each test identifies what component
ABC Company
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Test Plan 06/19/2022 Page 5 of 6
Structured Communication Systems, Inc. Created by: Joe Hatton
is being tested, how we will simulate the failure, and what the expected results are. Each test contains a
location to mark the Pass/Fail results and date to indicate when the test was completed.
Component Test 1: “Inbound and outbound call failover”
C.1.1 Test: Loss of incoming trunks at Campus 1 results in calls Failing-Over to Campus 2.
Simulation: We will simulate this by disconnecting the T1/PRI interfaces from the Mitel MiVoice
Business appliances which are connected to TELESTAR at Campus 1:
CAMPUS 1-PRI-10
CAMPUS 1-PRI-12
Expected Result:
• Redacted
Actual Result:
Date: 06/25/2022
Pass/Fail: PASS – Joe and Alex
Comment: Tested during cutover to new TELESTAR circuits
C.1.2 Test: Overflow of all incoming call routes results in calls Failing-Over to NetworkOne
Simulation: We will simulate this by creating a call routing loop, resulting in all trunks being
consumed. This call routing loop will involve temporary programming performed by Structured
on the system, along with the use of an outside service provided by Structured.
Expected Result:
• Redacted
Actual Result:
Date: 06/25/2022
Pass/Fail: Pass – Joe and Alex
Comment: Tested during cutover to new TELESTAR circuits
Component Test 2: “IP Phone Failover”
C.2.1 Test: Test IP Phone failover within Campus 1. to ensure IP phones at Campus 1 retain the
ability to make and receive calls during the loss of a call control appliance.
Simulation: We will simulate this by shutting down or disconnecting the network interface from
the IP Phone devices servicing a specific test IP Phone. Upon disconnect of the switch from the
network, the Engineer will attempt to make a call from the test phone in the Campus 1 main
building.
Expected Result:
• Redacted
Actual Result:
Date: 09/30/2022
Pass/Fail: PASS – Joe, Tony and Ashley
ABC Company
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Test Plan 06/19/2022 Page 6 of 6
Structured Communication Systems, Inc. Created by: Joe Hatton
Comment:
Component Test 3: “Redacted”
C.3.1 Redacted
Component Test 4: “Redacted”
C.4.1 Redacted
Component Test 5: “Redacted”
C.5.1 Redacted
4 Conclusions / Recommendations
The Mitel MiVoice Business system as deployed by Structured utilizes existing ABC Company Infrastructure
including:
• TELESTAR Trunks for incoming/outgoing calls
• WAN Links between buildings and campuses
• Ethernet switching / Routing within and between buildings
• VMware infrastructure
The health and reliability of this infrastructure will have a direct correlation to the health and reliability of the Mitel
MiVoice Business system. As such, various redundancies have been designed and implemented by Structured
to mitigate many potential / expected failures such as:
• Loss of trunks
• Loss of server
• Loss of campus or facility
As discussed with ABC Company, additional redundant features which are out of scope for this project can be
deployed to potentially increase redundancy and address new or different scenarios.
Such features or changes include:
• Utilize “Private Cloud” IaaS or Colo facilities to move key infrastructure and trunks offsite.
• Moving the MCD server to Campus 2 or an alternative hosting site
• Moving B3 and B6 PRI Appliances to be located at their respective sites.
• Creating a Campus “in-a-box” solution to allow for the quick deployment of a redundant site.
It is expected this design will continue to evolve as ABC Company’s needs change and additional scenarios are
identified or changed, The Mitel MiVoice Business system offers the capability for ABC Company to quickly
adjust the design and call-flow to address unexpected failures.
Page 1 of 2
Exhibit B
Data Security Certification
Personal Information Protection:
Only authorized employees will be allowed access to the City's data in any form. Data will be
accessed only for the purposes as identified in this contract and will be bound in writing by
confidentiality obligations sufficient to protect Personal Information and Highly Sensitive
Personal Information in accordance with the terms of this agreement.
Authorized Employee Access / Screening:
Contractor will notify the City of Kalispell of all Contractor employees, affiliates,
subcontractors, or agents anticipated to have access to the system. Contractor will conduct
background checks on any such employees and will bar any that have a criminal record from
having access to the system.
Notification of Vulnerability:
Contractor will notify the City of Kalispell if it discovers any vulnerability to the system that
could result in unauthorized personnel obtaining Highly Sensitive Personal Information or highly
sensitive information about municipal facilities.
Data Location (if offsite):
All data must be stored within the United States.
Data Ownership:
The Contractor acknowledges that the data entered into the system by City of Kalispell
representatives belong solely to the City of Kalispell and are not to be accessed or used in any
way by the Contractor or its affiliates, subcontractors, or agents without consent from the City of
Kalispell.
Definitions:
• “Highly Sensitive Personal Information” means an (i) individual’s government-issued
identification number (including social security number, driver’s license number, or state-
issued identified number); (ii) financial account number, credit card number, debit card
number, credit report information, with or without any required security code, access
code, personal identification number or password, that would permit access to an
individual’s financial account; or (iii) biometric or health data.
• “Personal Information” means the information provided to Contractor by or at the
direction of Customer, or to which access was provided to Contractor by or at the
direction of Customer, in the course of Contractor’s performance under this Agreement
that: (i) identifies or can be used to identify an individual (including, without limitation,
names, signatures, addresses, telephone numbers, e-mail addresses, and other unique
identifiers); or (ii) can be used to authenticate an individual (including, without
limitation, employee identification numbers, government-issued identification numbers,
passwords or PINs, financial account numbers, credit report information, biometric or
health data, answers to security questions and other personal identifiers), in case of both
Page 2 of 2
subclauses (i) and (ii), including, without limitation, all Highly Sensitive Personal
Information. Customer’s business contact information is not by itself deemed to be
Personal Information.
Structured Communication Systems, Inc. (PROVIDER):
By:
Signature
Title
Date
General Counsel
Casey Richmond
6/1/2023